Scope: The The document below outlines the procedures that Library Technical Services serials staff follow when paying an invoice followed by the precautions you should take before sending an invoice to accounting for approvalin FOLIO.
Contact: Joanna Cerro
Unit: Serials Management
Date last updated: 1/5/2021
Date of next review: January 2022
Preliminary information: Before processing an invoice, it’s important to note if an invoice is paid directly by accounting, or if we are paying from our vendor deposit accounts. We have deposit accounts with Harrassowitz and EBSCO, so if the invoice is from a vendor besides these two, it will be a non-deposit account invoice. In general, deposit account invoices need to have a deposit line at the end and will have a zero balance when done processing.
A. How to process a non-deposit account invoice
1. Look up the first title in acquisitions check-in
2. Click “view order”
a. Read detailed line item notes
b. If a PO# is listed on the invoice, check to see if it matches with what we have in acquisitions
3. Click the “History” tab in the check-in record
a. Check the claims history tab – do issues need reclaiming?
b. Check the problem history tab – if this area is populated, you will need to bring this to the attention of the Claiming Coordinator
c. Check the payment history tab –
1. Compare what is being invoiced to what we’ve previously paid for, paying special attention to possible duplicate payments or if a year or volume has been skipped. We want to ensure that we are paying consecutively.
2. Has the price increased from the previous year to the current year by 15% or greater? If so, either the selector will need to be notified or it will need to be brought to the attention of the Serials Unit Supervisor.
4. Read the check-in box notes and notes in the holdings record for special instructions or pertinent payment information
5. Repeat steps 1-4 for each title
6. Open the PO of the first title on the invoice
7. Click “Order” on the menu bar and select “Create Invoice”
8. Fill in invoice# to match what is on the invoice
9. Write the voucher number on the invoice
10. Change the date to match the invoice date
11. Fill in the invoice total amount
12. Change Bill to location to Endowed Accounting (type “ee” for a keyboard shortcut)
13. Check the vendor address to make sure it matches the remit payment to address on the invoice
14. Highlight the line item, click detailed line item
15. Fill in coverage in notes tab to match what’s on the invoice – it’s helpful to look at payment history tab to see how we’ve noted coverage in the past.
16. Type price into “actual price”
a. For a single line item invoice, we include shipping and service charges in the total
b. For a multi-line item invoice, the shipping/service charges should be paid separately by following these steps after clicking “save and close” to exit the detailed line item box:
1. In the Amounts section of the invoice, click the ellipsis next to “other charges”
2. Click “Adjust”
3. Click “Add”
4. Under “Charge Type”, select either “Postage & Handling” or “Service Charge” depending on what the charge is
5. Select “Amount” next to Application Method
6. Type the amount being charged for shipping or the service charge
7. Click the arrow next to the Ledger field to select FY##
8. In the Commit to Fund field, type 515 + enter for a service charge or 999 + enter for a shipping charge
9. Click OKAY
17. Compare the fund numbers to any “do not use” list we have, and correct the fund number to the provided replacement fund number when applicable.
18. Make sure the fiscal years listed next to the fund numbers are current
19. Double check your work, and save and close when done
20. Stamp with today’s date using the LTS stamp, write your initials and send up to accounting
B. How to process a deposit account invoice
1. Determine if you are processing a deposit account invoice
a. EBSCO deposit account invoices are stamped “PAID IN FULL” in red
b. Harrassowitz invoices say “Confirming invoice. Prepaid on deposit ####. Please do not pay.”
2. Follow steps 1-4 in section A of this procedure
3. Since deposit account invoice are typically loaded from EDI, the invoice number, date and price fields should already be populated – double check to make sure this information is accurate
4. Fill the Bill to location field to Endowed Accounting
5. The line items should automatically appear and match exactly what is on the invoice. Open the detailed line item for each title, fill in the coverage (for Harrassowitz EDI invoices, correct the coverage so it follows our typical format), click save.
6. Go to the price tab in the detailed line item box and make sure that the pricing matches what is on the invoice. Click CLOSE and SAVE.
7. Add deposit account line by following these steps:
a. Click Add Line from Order…
b. Type “p” in order to quickly select Search by PO number
c. For Harrassowitz, the PO number is Depositserials20 (or last 2 digits of current FY)
d. For EBSCO, the PO number is EBSCOdeposit20 (or last 2 digits of current FY)
e. Make sure the boxes next to “Invoice Against Any Vendor” and “Include Already Invoiced Line Items” are checked. Click “Display Line Items”
f. Highlight the deposit account line item and click “Detailed Line Item…”
g. In the price tab, fill the full amount of the invoice (including all shipping and service charges) in the Actual Price field in parenthesis to indicate the credit. For example, if we owe $250.00 in total, type “($250.00)”. Click Save and Close.
h. In the Amount field, type 0 to make the dollar amount change to $0.00
8. Follow steps 17-20 in section A
C. Before sending an invoice to accounting, you should ask yourself the following questions:
1. Does the “Amount” field in the Invoice section match the “Total Invoice Amount” field in the Amounts section of the invoice?
2. Does the date match what is on the invoice? Watch for the European date format.
3. Is your bill-to location “Endowed Accounting?”
4. Does the “piece identifier” field have the correct information?
5. Does our vendor data match the address on the invoice?
6. Is the fiscal year current and fund(s) correct?
7. Do you have a deposit line for “Paid in full” invoices?
8. Is your voucher number on both copies?
9. Are both copies stamped with today’s date and initialed?
February 2023
...
1. Begin in the Invoices app.
2. Search the vendor invoice number in the search box near the top of the lefthand pane.
3. After confirming that the payment has not yet been made, click New in the upper-righthand corner of the screen.
4. Enter information into the following fields: Invoice date, set status to Reviewed if you plan on submitting the invoice immediately after processing it, Bill to name.
NOTE: The Lock total box on your header is a feature that is used when loading EDI invoices; however, when paying a deposit account invoice, make sure to uncheck the Lock total box.
5. Enter any shipping and/or service charge information you might have under Adjustments. You will be entering these adjustments at the invoice level, rather than the invoice line level. You will be using the same funds for shipping (999) and service charge (515) as we did in Voyager. Under the Pro rate drop-down menu, always select Not prorated. Under the relation to total field, you almost always want to select In addition to. Make sure the Export to accounting box is checked.
NOTE: We will be using the same practice of not adding shipping costs or service charges to one-line invoices as we did in Voyager.
6. Under Vendor information, fill in the invoice number, and click Organization look-up to select the appropriate vendor.
7. Under Extended information, select the invoice payment method. When creating a new invoice and you select your vendor name under “Organization look-up”, you will be seeing that the “Payment method” may sometimes be populated automatically. If it has, PLEASE LEAVE IT ALONE. When creating a new invoice and nothing populates when you add your vendor name you will only use “Physical check” or “Credit card”.
If paying by physical check, make sure that Export to accounting is selected. If paying with pcard, you'll want to leave this box unchecked. If paying by deposit account, you'll also want to leave this box unchecked.
Check subscription overlap will be toggled by default, which is how you will want to leave it. Always use US Dollar as currency.
8. On the pdf copy of the invoice, use the add text feature in Adobe to add your LTS Receiving stamp in the following format:
LTS Receiving
Initials
Date
Upload a copy of the invoice and any approval information by dragging them to the box under Links & documents or select or choose file.
9. Click Save & close at the bottom.
10. Select Add under Invoice lines.
11. A pop-up will appear where you can search for an order line by title or PO#. After you've identified the order line, click the checkbox next to the PO# and click Save.
12. The Invoice lines field will now be populated with the title you just selected. Next, click on the invoice line.
13. Select Edit from the Actions drop-down menu.
14. On the Invoice line information edit screen, fill in the following information:
- Subscription info: P for print, E for electronic, P+E for both
- Subscription start and end dates
- Comment: fill in volume or enumeration info in this field
- Sub-total: the cost of that particular line item (as stated above, if this is a single-line invoice, you will include shipping in this field similar to our practice in Voyager)
- Fund distribution and expense class
NOTE: Release encumbrance should be checked unless the amount on the invoice ends up being more than what was brought over from the POL. In other words, if there is no money leftover from the payment, there is nothing to release.
NOTE 2: For implementation, the POL's have migrated at $0. For FY22, the release encumbrance box does not need to be checked at all. Accounting will use what is charged on FY22 invoices as a basis to create a commitment for FY23 and will be adding a percentage increase each year going forward.
15. Click Save & close.
16. If adding more invoice lines, repeat steps 10-15 for each item.
17. Double-check to make sure that the Calculated total amount matches the total on the invoice.